To say that a few recent months have been like a whirlwind would be an understatement. In the last few days, in-person events and conferences that had been arranged a long time ago were unexpectedly delayed or canceled. Virtual events turned into the new normal, and we needed to figure out how to arrange effective and successful events.

We passed through the tempest and learned a lot of things and lessons along the way. One of the most significant lessons that we learned is that virtual events have their advantages, and live events will always be a significant part of any strong event program.

However, given the present situation of the global pandemic, as an event organizer or conference manager, we need to understand the importance of virtual events. There are a few situations where the most effective way to engage the audience and increase leads is only a live event. But we need to move towards those events that provide the experience of the live event as well as virtual events. These events are called hybrid events. 

In this post, we will help you with the goals, key elements, and how to create a successful hybrid event. Let’s get started with Zongo Guidelines for hybrid events.

Hybrid Event Goals

It is quite important that you define the goals of your hybrid event. As all of your events have some unique goals, and overall objective for every hybrid is to attract as many audiences as possible, anyway they might be participating.

A hybrid event also permits people who otherwise would not have had the option to attend the event because of health concerns or travel restrictions. The objective is to make the experience equally fascinating for both gatherings. By decreasing the hindrance to entering, hybrid events give the chance to significantly more individuals to interact with your content and your brand.

Key Elements of Hybrid Events

One basic confusion we have heard in the event industry is that the only requirement for a hybrid event is a virtual streaming provider. An effective hybrid event requires similar components and features as an in-person occasion. Combined with an extraordinary virtual streaming supplier, these components will make your hybrid event an incredible achievement.

Registration

Your hybrid event registration procedure should be just as smooth as that of your live events registration process. Make a branded website page for event registration with the specific color of your organization and your event information, so forthcoming participants can easily find all the details about your event. Make custom registration ways for your in-person participants versus your virtual participants so they can log in for the right sessions. 

Engaging Content

Your content is apparently even more significant at a hybrid event as compared to that of the live occasion. Not only do your in-person participants must be engaged, however, your virtual participants should also be involved all through the event. Ensure that all of your speakers are ready and that their introductions are engaging by managing their content and general agenda.

Marketing

A hybrid event attracts both in-person participants and virtual participants. This allows your association to attract at least two times the number of participants to your occasion, which implies that advertising your event is as significant as ever. Make an attractive event site that shows all the program data and email potential participants to attract a record number of individuals.

Appointment Scheduling

When some of your participants are attending your event virtually, and others are up for the in-person event, it is harder to schedule meetings. You can use any event management application with an appointment scheduling feature to block off times on calendars of your participants that are reserved for networking. They can communicate and set up times to meet directly through the apps/tools. That way, virtual and in-person participants can see availability on each other’s calendars and network effectively.

Choose the appropriate Virtual Event Platform

Besides the video, sound, and lighting that you will need at your event location, you will need a virtual event platform. Look for the platforms that best suit your goals and event requirements. You will need one that covers the following: 

  • Find a platform that incorporates live streaming and accompanies a variety of tools that will help to improve the quality of your video streams. 
  • With a platform that empowers event registration or ticketing, you can improve participant experience by making things simple. These capacities will permit registrants to log in for particular sessions and plan their event experience. 
  • Look for a platform that empowers you to effortlessly promote your occasion and speak with registered participants. Email and integration of social networks are an advantage.
  • Find a platform that takes into consideration event management and oversight. Adaptability is key with hybrid events so you will want to have in-built tools that permit you to access and deal with the event agenda just as your speakers. 

Besides finding the correct platform, you have to ensure that you offer the best possible support. The best platforms will offer 24/7 support by means of live talk however that isn’t always the best practical solution for your participants. 

How to Create a Successful Hybrid Event

Since you’ve spread out your objectives and decided the components you have to incorporate for your hybrid event, it’s an ideal opportunity to start organizing your program. Let’s have a look at challenges you will face and how to solve them to create a successful and effective event

Avoiding Common Challenges and Pitfalls

There are a couple of common dilemmas that event organizers or conference managers face when executing these hybrid programs without hesitation. We’ve sketched out them below, alongside tips and tricks to assist you to avoid these challenges.

Event experience

Hybrid events serve as a balancing act. The balance between live and virtual participants, and in this manner, they should adjust these two experiences. From one perspective, you should deliver your content differently to the two gatherings.

You should ensure that your video streaming feature is working effectively and that your speakers are set up to be recorded and to talk in front of a camera. However, you don’t need your hybrid occasion to feel like two completely different events– it is one event with two experiences. Ensure that your content is applicable to both live and virtual participants, and don’t have joint activities arranged that isolate one gathering from participation.

Navigating Time Zones

One of the advantages of hosting a hybrid event is that members can join the event virtually from everywhere throughout the world. In any case, this represents the challenge of accommodating your virtual participants’ varying time regions.

It will be hard for a participant to live in California to join a keynote speech live at 8:30 a.m. ET. Ensure that the meetings you are offering to your virtual participants can be accessed on request. If possible, offer a similar session live at different times so individuals can join at a time that works for them and get the live experience.

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